Policy Text
11/20/25, 2:14 PM FLORIDA CITY POLICE DEPARTMENT ADMINISTRATIVE DIRECTIVE
INTERNAL MONITORING OF DEPARTMENTAL NON-CASH FISCAL
ACTIVITIES
THE CHIEF OF POLICE SHALL BE RESPONSIBLE FOR THE INTERNAL
MONITORING OF THE DEPARTMENT?S NON-CASH FISCAL ACTIVITIES.? TO
THAT END, THE FOLLOWING PROCEDURES SHALL BE FOLLOWED:
??????????? THE CHIEF OF POLICE SHALL REVIEW, APPROVE, AND APPLY
THE CORRECT BUDGETARY ACCOUNT CODE TO EACH REQUISITION OR
INVOICE INDICATING HIS APPROVAL OF THE TRANSACTION.?
??????????? THE CHIEF OF POLICE SHALL CONDUCT A MONTHLY REVIEW
OF THE DEPARTMENT?S BUDGET STATUS PRINTOUT, WHICH IS
GENERATED MONTHLY BY THE FINANCE DEPARTMENT.? THIS REPORT
SHALL INDICATE THE FOLLOWING INFORMATION:
??????????? INITIAL APPROPRIATE FOR EACH ACCOUNT [CFA 7.01(A)]
??????????? BALANCES AT THE COMMENCEMENT OF THE MONTHLY
PERIOD [CFA 7.01(B)]
??????????? EXPENDITURES AND ENCUMBRANCES MADE DURING THE
PERIOD [CFA 7.01(C)]
??????????? THE ENCUMBERED BALANCE [CFA 7.01(D)]
??????????? THE CHIEF OF POLICE SHALL BE RESPONSIBLE FOR ASSURING
THAT RECORDS ARE MAINTAINED AN ON-GOING BASIS OF ALL
DEPARTMENTAL EXPENDITURES.
??????????? ALL REQUISITIONS FOR PURCHASES SHALL BE APPROVED BY
THE CHIEF OF POLICE, OR HIS DESIGNEE, PRIOR TO BEING SUBMITTED
TO THE CITY FINANCE DEPARTMENT FOR ISSUANCE OF A PURCHASE
ORDER.
AUDITS
THE FLORIDA CITY FINANCE DEPARTMENT SHALL HAVE THE AUTHORITY
TO CONDUCT, OR CAUSE TO CONDUCT, AN INDEPENDENT AUDIT OF THE
FINANCES OF THE DEPARTMENT ON AN ANNUAL BASIS, OR AT ANY
OTHER TIME THAT THE FINANCE DIRECTOR MAY DEEM APPROPRIATE.??
AN AUDIT WILL BE CONDUCTED ANNUALLY.? [CFA 7.03]
CASH FUNDS
CASH FUNDS ARE MAINTANED IN THE FINANCE DEPARTMENT FOR THE
PURPOSE OF PETTY CASH.?
11/20/25, 2:14 PM FLORIDA CITY POLICE DEPARTMENT ADMINISTRATIVE DIRECTIVE
ALL PETTY CASH FUNDS ARE KEPT IN THE FINANCE DEPARTMENT.?
PETTY CASH IS REQUESTED, OBTAINED, AND THAN RECEIPTS AND
CHANGE ARE RETURNED TO THE FISCAL AFFAIRS OFFICER.? A
COMMANDER MUST SIGN PETTY CASH RECEIPTS.? PETTY CASH IS ONLY
TO BE USED FOR ITEMS THAT ARE NEEDED IN THE COURSE OF DUTIES
THAT CANNOT BE ORDERED AT A REDUCED PRICE OR IF NEEDED
EXPEDICIOUSLY.? THE FINANCE DEPARTMENT IS REPSONSIBLE FOR ALL
PETTY CASH.
ALL DEPARTMENT MEMBERS SHALL COOPERATE FULLY WITH ANY
AUDIT CONDUCTED UNDER AUTHORITY OF THIS SECTION, AND SHALL
SUPPLY ANY AND ALL REPORTS AS MAY BE REQUIRED FOR COMPLIANCE
WITH THIS PROCEDURE.
REQUISITIONS AND PURCHASES OF DEPARTMENTAL EQUIPMENT AND
SUPPLIES
ALL REQUISITIONS AND PURCHASES OF DEPARTMENTAL EQUIPMENT
SHALL BE CONSISTENT WITH THE CITY CODE, CITY ACCOUNTING
PROCEDURE, AND APPLICABLE STATE LAW.??????
REQUISITIONS SHALL BE REQUIRED FOR ALL PURCHASES OF
DEPARTMENT EQUIPMENT, EXCEPT AS FOLLOWS:
??????????? THE CHIEF OF POLICE MAY ISSUE A CHECK TO AN APPROVED
VENDOR WHO IS UNDER CONTRACT WITH THE CITY.
ITEMS REQUIRING STANDARDIZED PURCHASE (i.e., VEHICLES,
COMPUTERS, ETC.) SHALL HAVE SPECIFICATIONS DEVELOPED TO MEET
DEPARTMENTAL NEEDS AND SHALL BE INCLUDED AS PART OF THE
BID/QUOTE PROCESS OR IN APPLICABLE WRITTEN COMMUNICATIONS.
EMERGENCY PURCHASES
IT IS ACKNOWLEDGED THAT EMERGENCIES ARISE IN WHICH PURCHASES
OR RENTALS MUST BE MADE WHERE IT IS NOT POSSIBLE OR FEASIBLE
TO GO THROUGH THE NORMAL REQUISITION PROCESS.?